Welsh Language Scheme

Prepared under the Welsh Language Act 1993 Approved 03 September 2014

The Planning Inspectorate Executive Agency

The Planning Inspectorate’s Welsh Language Scheme was prepared in accordance with section 21 of the Welsh Language Act 1993.

This Scheme was approved by the Welsh Language Commissioner under section 16 of the Welsh Language Act 1993, under powers transferred to the Welsh Language Commissioner by section 143(4) of the Welsh Language (Wales) Measure 2011, on 03 September 2014.

CONTENTS Page Statement iii

1. Introduction 1

2. Service Planning and Delivery 3 2.1 New Policies and Initiatives 3 2.2 Delivery of Services 3 2.3 The Standard of Service in Welsh 4

3. Dealing with the Welsh Speaking Public 5 3.1 Written and Electronic Communications 5 3.2 Decision Letters and Reports 5 3.3 Telephone Communications 6 3.4 Face to Face Communications 7 3.5 Public Inquiries, Hearings, Meetings and Site Visits in 7 Wales 3.6 Other dealings with the Public 8

4. The Planning Inspectorate’s Public Face 9 4.1 Corporate Identity 9 4.2 Publications 9 4.3 Forms 10 4.4 Press Notices 10 4.5 Official Public Notices and Recruitment Advertising 10 4.6 Advertising and Publicity Activities 10 4.7 Website 11

5. Operating the Scheme 12 5.1 Staffing 12 5.2 Recruitment 12 5.3 Learning Welsh 13 5.4 Vocational Training 13 5.5 Welsh Language Awareness Training 13 5.6 Iaith Gwaith (Working Welsh Badges) 13 5.7 Administrative Arrangements 14 5.8 Services Provided on Our Behalf by Other Parties 14 5.9 Translation Service 14

6. Implementing and Monitoring 15 6.1 The Full Approval of the Planning Inspectorate 15 6.2 Monitoring 15

7. Publicising the Scheme 17

8. Complaints and Comments 18

9. Timetable 19

Statement

This Scheme sets out how the Planning Inspectorate (the Inspectorate) will give effect to the Principle established by the Welsh Language Act 1993 that, in the conduct of the public businesses and the administration of justice in Wales, the English and Welsh language should be treated on a basis of equality. It specifies the measures the Planning Inspectorate proposes to take to achieve this, in respect of the provision of services to the public in Wales. It represents what is both appropriate in the circumstances and reasonably practicable. Language Equality has become increasingly important at Welsh, UK and European levels. The Planning Inspectorate will ensure that the implementation of this Scheme cross references with other national and international legislation, regulations and guidelines in terms of language including, but not limited to, the following: . The European Charter for Regional and Minority Languages – a charter governed by the European Council and signed by the UK Government; . Clause 32 of the Local Government Act; . The Assembly Government Welsh Language Scheme; . The Local Government Equality Standard; . Iaith Pawb – The Welsh Assembly Government’s National Action Plan for a Bilingual Wales; and . The Welsh Language (Wales) Measure 2011 (in particular clauses 1 and 111) The Welsh Language Measure (Wales) 2011 was approved by the National Assembly for Wales in December 2010 and received royal assent in February 2011. The Measure confirms the official status of the Welsh Language in Wales; creates a new framework for placing the responsibility on organisations to provide Welsh language services and established a new Welsh Language Commissioner. Although the Measure is now law, several of the Measure’s sections will not come into force until the introduction of subordinate legislation through regulation. The Planning Inspectorate will therefore act in accordance with this Welsh Language Scheme until it has a duty to comply with standards in line with the Welsh Language Measure (Wales) 2011. The Planning Inspectorate adheres to the principle that, in the conduct of public business in Wales, we will treat the Welsh and English languages equally and will facilitate an individual’s freedom to communicate with others in Welsh, without interference from others.

iii

1. Introduction

1.1 The Planning Inspectorate is an Executive Agency of the department for Communities and Local Government and the Welsh Government. Our mission for the Planning Inspectorate is to deliver an outstanding national planning and appeals service which enjoys the confidence and respect of Ministers, the public and all stakeholders.

1.2 We employ over 600 people; our headquarters are located in Bristol where most of our senior management and administrative staff are based; but the Director for Wales is based in Cathays Park, Cardiff, together with a team of around 20 administrative staff who handle the casework for Wales.

1.3 Around 200 of our staff are Salaried Planning Inspectors working from home – 14 of whom belong to a group that works mainly in Wales – conducting public inquiries and hearings and carrying out site visits into a wide range of matters under town and country planning and other legislation. We also offer work to around 75 Inspectors on a contract basis.

1.4 The wide range of our work covers appeals and other casework involving planning, housing, environmental, highways and allied legislation. Most of the Inspectorate’s work arises from general planning appeals, enforcement appeals and development plan examinations.

1.5 Following the closure of the Infrastructure Planning Commission (the IPC), the Planning Inspectorate will also deal with applications for development consent for Nationally Significant Infrastructure Projects (NSIPs) in England and Wales.

1.6 The work of the Planning Inspectorate in Wales has increasingly diverged from that in England. Whilst primary legislation is largely the same, the Planning and Compulsory Purchase Act 2004 contains specific provisions for Wales, including Part 6 that lays the foundations for the new Local Development Plan system that is distinctly different from the Local Development Frameworks in England. It is likely that future primary legislation will also contain specific and distinct provisions for Wales. The importance of the Welsh language as enshrined in the Welsh Language Act is a unique feature of the planning system in Wales.

1.7 The Welsh Government believes that services in the Welsh language should be an inseparable part of the delivery of public services in Wales. The Planning Inspectorate implements that policy in fulfilling its public service functions in Wales. The Planning Inspectorate aims to deliver an equally high standard of service to its customers through the medium of both languages, and will aim to ensure that facilities are available so as to ensure completeness and consistency in the standards of service provided to its Welsh speaking customers. The Planning Inspectorate will implement this policy by adopting the following principles so that customers in Wales can conduct their business with us in the language of their choice:

. It is recognised that our customers can express their views better in their preferred language of communication;

. We acknowledge that welcoming our customers to use their preferred language is a matter of good practice and customer care; and

. It is expected that in the spirit of equality expressed in the Welsh Language Act 1993 and the Welsh Language Measure (Wales) 2011, our customers have the right to choose whether they wish to communicate with us and our Planning Inspectors in English or Welsh.

1.8 For more information on the work we do, please visit our website at www.planninginspectorate.wales.gov.uk.

2. Service and Planning

2.1 New Policies and Initiatives

2.1.1 The policies, guidance and services for which we are directly responsible are delivered consistent with this Scheme, with the principles adopted by the Inspectorate and follow the requirements of the Welsh Language Act 1993 and the Welsh Language (Wales) Measure 2011. The Planning Inspectorate commits itself not to amend this Scheme without prior consultation with the Welsh Language Commissioner, nor to amend the revised Scheme, if it affects the Schemes of other institutions.

2.1.2 When the Planning Inspectorate plans, formulates and implements new policies or initiatives we will assess the linguistic consequences to make sure that they meet the commitments given in this Scheme. The Planning Inspectorate will use new policies and initiatives to facilitate the use of Welsh wherever possible and to move the Planning Inspectorate closer to implementing the principle of equality at every opportunity.

2.1.3 Staff involved in formulating and implementing new policies and initiatives are made aware of the requirements of the Welsh Language Act 1993, the Welsh Language (Wales) Measure 2011 and this Scheme. Guidelines are issued to staff concerning the likely impacts of the new proposals on this Scheme and the steps required to ensure that these measures are complied with.

2.1.4 The Planning Inspectorate is committed to operating within the terms of this Scheme and Directors are responsible to the Chief Executive for its success. The Director for Wales has been given overall responsibility for ensuring the implementation of this Scheme, for monitoring its operation and for reporting on it.

2.1.5 Staff - including new recruits – receive detailed guidance on the use of Welsh in the Planning Inspectorate and the implications of this Scheme. Guidance is also provided to Local Planning Authorities (LPAs), promoters of NSIPs and Planning Inspectors on our expectations for the conduct of dealing with the public in Wales.

2.2 Delivery of Services

2.2.1 It is the Planning Inspectorate’s aim to provide a consistent and reliable service for Welsh speakers in all our work. The Planning Inspectorate has dedicated staff to deliver the service to Welsh speakers and has a contract with a translation firm. Some of the services we provide are delivered by the Planning Inspectorate in Bristol (e.g. Human Resources, Finance, IT etc.) and we have arrangements in place in order that they observe and implement the commitments in this Scheme:

. New entrants are supplied with a copy of this Scheme as part of their orientation;

. Other areas of the Planning Inspectorate which carry out work in Wales (e.g. when providing Inspectors for Local Development Plan (LDP) Examinations and Inspectors provided for Rights of Way work in Wales, or when examining national infrastructure proposals in Wales etc.) abide by the commitments in this Scheme; and

. Staff are advised to contact the Planning Inspectorate in Cardiff with any queries regarding the use of the Welsh language.

2.2.2 In relation to services delivered on our behalf by LPAs (or promoters in the case of NSIPs) we will encourage them to respond positively to the Welsh Language Act to facilitate the use of Welsh and delivering a bilingual service. Our facilities note to LPAs includes a reference to this Scheme and any face to face meetings will emphasise the Planning Inspectorate’s commitment to treat the Welsh and English languages in a way which respects the principle of equality.

2.3 The Standard of Service in Welsh

2.3.1 The Planning Inspectorate welcomes dealings in Welsh and English and aims to provide an equally effective standard of service in both languages.

The principle of delivering an equally high service in both languages will be stated in key documents such as our annual report and business and corporate plan.

2.3.2 The Planning Inspectorate’s aim is to provide a high standard of service and customer care in every aspect of its work in accordance with the commitments contained in this Scheme.

All charter standard targets will apply to both languages and the standards and their implementation will be closely monitored. We aim for consistency in the standard of our services, regardless of whether those services are delivered in Welsh or English.

3. Dealing with the Welsh Speaking Public

3.1 Written and Electronic Communications

3.1.1 The Planning Inspectorate welcomes letters and electronic mail in Welsh and English:

. When someone writes to us in Welsh we will reply with a signed letter in Welsh.

. Our target times for replying to letters in Welsh are exactly the same as for replying to letters in English.

. When we write a letter to an individual, a group or organisation which we know works mainly in Welsh or prefers to receive letters in Welsh, we will write in Welsh.

. When we send a standard letter to several individuals or organisations, the letter will be bilingual unless we know that all recipients would prefer to receive it in English only or Welsh only.

. We will initiate correspondence in Welsh following face-to-face or telephone conversations in Welsh unless we know that the recipient would prefer to receive correspondence in English.

. We keep a database, which is regularly updated, of customers preferring to receive communications in Welsh.

. To facilitate corresponding with our customers in Welsh the Inspectorate has a contract with a translating firm and this facility is made available to all members of staff.

3.1.2 When we correspond via e-mail the same principles will apply as with paper correspondence.

3.2 Decision Letters and Reports

3.2.1 The principles set out in the preceding paragraphs apply equally to decision letters issued by the Planning Inspectorate. These will be translated into Welsh when sent to an individual or organisation where the initial contact was made in Welsh or where that individual or organisation has subsequently requested a Welsh decision letter. In addition, the decision letter will be issued bilingually if significant representations (e.g. main parties, 3rd parties or 20+ individuals) were made in both languages during an Inquiry or Hearing or in a written representations case. If a decision letter is issued bilingually, the two language versions will be issued together.

3.3 Telephone Communications

3.3.1 We welcome telephone enquiries in Welsh.

. The Welsh Government’s switchboard staff answer with a bilingual greeting on the bilingual line (a service for both Welsh and English speakers) and in Welsh only on the Welsh line (a Welsh speaking service only). However, the Planning Inspectorate does not have a central switchboard. If the caller wishes to speak Welsh, the operator will try to connect the call to a Welsh speaker in the Inspectorate to deal with the enquiry. If no Welsh speaker is available and able to deal with the enquiry, the caller will be given the choice of a Welsh speaker phoning back within 24 hours, continuing the call in English or writing to us in Welsh by letter or e-mail.

. If a caller rings one of the Planning Inspectorate direct lines in Cardiff and speaks Welsh but the person taking the call cannot speak Welsh, he or she will try to transfer the call to a suitable Welsh speaking colleague. Again, if no-one is available, the caller will be given the choice of a Welsh speaker phoning back within 24 hours, continuing the call in English or writing to us in Welsh by letter or e-mail.

. There may be times, however, when there is no-one available who can answer the query in full in Welsh, especially if it relates to a complex or specialised matter. In these cases, someone will ask the caller for details of the query and give them the option of discussing the matter in English or sending the query to us in writing. Any query written in Welsh will receive an answer in Welsh.

. Whenever a caller is unable to be dealt with immediately by a Welsh speaker an alternative means of satisfying the enquiry are employed; the caller should be left feeling that every effort had been made to satisfy the initial request.

. Whenever the Planning Inspectorate in Wales uses an answer phone any messages will be fully bilingual.

. The Welsh Government switchboard and Planning Inspectorate staff have a list of those able to deal with enquiries in Welsh.

3.3.2 Enquiries for the National Infrastructure Directorate in relation to NSIPs will be routed by the Planning Inspectorate’s Customer Service Team in Bristol to Welsh-speaking staff in the National Infrastructure Directorate as a second line response. The National Infrastructure Directorate will make it clear in any holding message that Welsh speaking staff will be available to deal with enquiries where a Welsh speaking contact is preferred by the caller.

3.3.3 Where general enquiries regarding NSIPs are received via the Planning Inspectorate’s Wales General Enquiry line – or to one of the Planning Inspectorate direct lines in Cardiff – they will normally be passed to a Welsh speaking member of staff in the Planning Inspectorate’s Cardiff office to deal with. However, if the query relates to a specific case or it is of a specialist nature the caller will be transferred to staff in the National Infrastructure

Directorate. If no Welsh speaker is available to answer the call, then the principles of paragraph 3.3.1 will apply.

3.4 Face to Face Communications

3.4.1 We welcome personal enquiries in Welsh and the Welsh Government provides a Welsh language service in the reception area of the building at Cathays Park.

. Callers visiting the Planning Inspectorate’s office in Wales are welcome to discuss their business in Welsh if they wish to do so and we will make every effort to ensure the presence of a Welsh speaking employee to deal with Welsh language enquiries.

. If a caller to the Planning Inspectorate in Cardiff wishes to speak Welsh but the member of staff dealing with the enquiry cannot speak Welsh, he or she will try to obtain the help of a suitable Welsh speaking colleague. If a suitable Welsh speaker is not available, the visitor will be given the opportunity of discussing the matter in English, waiting until a Welsh speaker is available, or else the visitor’s enquiry will be noted and passed to an appropriate employee so that a written translated response in Welsh can be sent to the visitor.

3.5 Public Inquiries, Hearings, Meetings and Site Visits in Wales

3.5.1 Members of the public are welcome to speak in Welsh at public inquiries, hearings, meetings and site visits organised on behalf of the Planning Inspectorate and at Local Development Plan (LDP) examination hearing sessions.

3.5.2 Publicity (including formal notices) issued by the Planning Inspectorate for public inquiries, hearings and meetings will make clear that contributions from the public will be welcome in both Welsh and English. Similarly, our letters confirming the arrangements for site visits will inform the public that both languages may be used.

3.5.3 The LPA, other relevant authority or the promoter (in the case of NSIPs) are responsible for arranging venues for public inquiries, hearings, examinations and meetings. It falls to the LPA, other relevant authority or the promoter (in the case of NSIPs) to provide translation facilities at events organised on behalf of the Planning Inspectorate.

3.5.4 When arranging public inquiries, hearings, examinations, meetings or site visits on behalf of the Inspectorate, the LPA, other relevant authority or promoter (in the case of NSIPs) should not only have regard to the requirements of this Scheme, but must also continue to comply with the commitments of their own Welsh Language Schemes or Policies.

For example, if the LPA’s Welsh Language Scheme or Policy states that translation facilities will be provided at all public meetings or inquiries arranged by the Council, then the LPA should ensure that the same translation facilities are provided as standard at events organised on behalf of the Inspectorate.

3.5.5 In the event that translation facilities are not provided at an event and a party wishes to speak Welsh, some delay may ensue due to the need to arrange for translation services to be provided. This is particularly likely in any area where a site visit is held and the appointed Inspector is not a Welsh speaker. The Inspector will need to decide whether an adjournment of a public inquiry, hearing, meeting or examination is needed while the LPA, other relevant authority or the promoter (in the case of NSIPs) arranges for translation facilities; if these are not immediately available, the Inspector will establish how long this will take. The Inspector will adjourn as necessary to ensure that translation facilities are provided to enable the person(s) concerned to conduct contributions to the proceedings in Welsh.

3.5.6 When arrangements are being made to conduct a public inquiry, hearing, meeting or site visit in Wales, the location of the event and who is likely to attend (as well as the subject under consideration) will be material factors in deciding whether to appoint (subject to availability) a Welsh speaking Inspector.

3.5.7 The Planning Inspectorate also provides Inspectors to examine the soundness of Local Development Plans (LDPs) produced by LPAs. We will make arrangements with the LPA for translation facilities to be available at the event if anyone wishes to speak in Welsh. We will seek to appoint a Welsh speaking Inspector, if one is available who also has the necessary skills and experience in conducting LDP examinations.

3.5.8 In the case of applications for development consent for NSIPs, the Inspectorate will draw promoters’ attention to this Scheme and strongly urge promoters to prepare bilingual publicity material, pre-application consultation and application documents for NSIP proposals in Wales, where appropriate.

3.5.9 While strongly urging promoters of NSIPs in Wales to provide appropriate documents in Welsh, the Planning Inspectorate will not translate documents submitted by promoters or any other party. Providing translations where appropriate will be the responsibility of the party submitting the document.

3.6 Other Dealings with the Public

3.6.1 In relation to other events in Wales for which the Inspectorate is solely responsible for arranging (i.e. any events other than those specified in Section 3.5 above), we will ensure that translation facilities are available, and all material used is made available bilingually.

3.6.2 We will ensure that the Welsh and English languages are treated on a basis of equality in any other dealings with the public (e.g. interactive media), where the measures set out above will apply.

4. The Planning Inspectorate’s Public Face

4.1 Corporate Identity

4.1.1 The Planning Inspectorate has adopted a bilingual corporate identity. We ensure that all letterheads, logos, vision and objectives and any other standard information for our public business in Wales are available in both Welsh and English.

4.1.2 The Planning Inspectorate will ensure that size, quality, legibility and prominence of text on signs will respect the principle of equality.

4.2 Publications

4.2.1 The Planning Inspectorate pledges that any time it prints and publishes material intended for the public in Wales, its standard practice will be to do so bilingually.

4.2.2 The printed information on the Planning Inspectorate’s letter headings compliment slips, fax covering sheets and similar items of stationary for use in Wales will be bilingual.

4.2.3 ‘Publications’ include, but are not limited to, booklets, leaflets, consultation documents, posters, stickers, miscellaneous marketing material, guidance notes, advice notes and codes of practice etc. CD-ROMs and documents or items issued by the Planning Inspectorate on our website are also included, irrespective of whether or not they exist in hard copy format. Some printed guidance used by the Inspectorate in Wales is produced for it by the parent Departments. We will make them aware of our Scheme and provide them with written guidance for dealing with bilingual publications.

. We will use the bilingual version of all such publications as soon as they are available.

. The Planning Inspectorate produces annually its Corporate and Business Plans, Annual Report and Accounts and Statistical Report. These will be bilingual.

. Where it is not possible or appropriate to produce printed materials bilingually, separate Welsh and English versions will be produced. In such cases, both versions will be of the same standard, published simultaneously, distributed together and be equally accessible and will carry a message stating that a Welsh / English version is also available.

. Where a charge is made for any publication, the price of separate Welsh and English versions will be the same for each. The price of any bilingual publication will not be greater than a single language version of that document.

. The Planning Inspectorate reserves the right to produce material in a single language version only in respect of items produced for a specialist audience or items of a complex scientific or technical nature.

. The Planning Inspectorate will arrange with the parent Departments when separate versions of the same or similar publications are to be issued in Wales and England so that cooperation can be made in the planning and timing of the publication.

4.3 Forms

4.3.1 The Planning Inspectorate issues forms and covering explanatory notes for the wide range of cases it deals with.

. We will make sure that all our forms for general public use and the explanations that go with them will be available in both Welsh and English. This will include forms published on our website or our partner websites (specifically the Planning Casework Service powered by the Planning Portal: www.planningportal.gov.uk).

4.4 Press Notices

4.4.1 The Planning Inspectorate will ensure that any press notices issued by us are bilingual.

4.4.2 We will also encourage our parent Departments, especially when the notice is prepared outside of Wales and relates to Wales, to consider issuing notices bilingually.

4.5 Official Public Notices and Recruitment Advertising

4.5.1 Official public notices in Wales – based newspapers will be bilingual. When it proves impracticable to do this (this will only be for very long notices), Welsh language notices will be placed in Welsh language newspapers and the same notice in English in English language newspapers.

4.5.2 Staff recruitment advertising in Wales-based newspapers will be bilingual.

4.5.3 Staff recruitment advertising in the major UK newspapers will be in English only.

4.5.4 When fluency in Welsh is considered essential in a specific post, this will be stated in the job description and staff recruitment advertising. The job will then be advertised in Wales and/or UK newspapers bilingually.

4.6 Advertising and Publicity Activities

4.6.1 The Planning Inspectorate will, if involved in the planning and implementation of publicity campaigns, seek to implement the following objectives:

. All publicity literature for use in Wales will be produced in Welsh and English;

. Any press advertising campaigns in Wales will be run in Welsh and English;

. Any television and radio publicity campaigns and information bulletins broadcast to the public in Wales will be in Welsh and English;

. Any posters, hoarding or electronic messages in Wales will be in Welsh and English;

. Any public surveys in Wales, by post, door to door, telephone or electronically will be conducted bilingually;

. Any exhibitions and public information stands in Wales will be in Welsh and English; and,

. Any other forms of advertising and publicity including seminars and conferences will always treat both languages of Welsh and English equally.

4.7 Website

4.7.1 The Planning Inspectorate’s website closed in October 2011 as part of the UK Government’s web rationalisation programme – which looked to reduce the number of Government websites. Guidance on appeals and other types of casework we deal with can now be found on the Planning Portal (www.planningportal.gov.uk), all corporate information in relation to our work in Wales is now on www.planninginspectorate.wales.gov.uk. All the information published by the Planning Inspectorate on the above websites is bilingual and members of the public can access information on the Inspectorate in Welsh and English and transfer from one language to the other.

4.7.2 Information on NSIPs will be available on the Planning Portal in Welsh by the end of the 2014 – 2015 Financial Year. (Target: end of the 2014 – 2015 Financial Year)

4.7.3 The Planning Inspectorate is not directly responsible for updating information on the Planning Portal; however, the Welsh and English language pages on the Planning Portal relating to appeals and other casework will be evaluated and updated at the same time.

4.7.4 Documents, reports and forms made available on the website will be provided in Welsh and English with information that is easily downloaded in both languages.

4.7.5 All resources and provision in Welsh and English will be consistent in their updating, accuracy, prominence, clarity and quality.

4.7.6 Staff, advisers, designers and publishers receive written direction (e.g. Canllawiau Dylunio Dwyieithog [Bilingual Design Guidance]) to assist them in compiling and handling bilingual material.

5. Operating the Scheme

5.1 Staffing

5.1.1 The Planning Inspectorate in Wales pledges to ensure that a sufficient number of administrative staff will be available to fulfil our commitment to this Scheme. For this Scheme to be successful, the Inspectorate must have enough appropriately skilled staff able to speak Welsh.

We have identified those posts where the ability to speak Welsh is essential or beneficial in order to provide services in line with this scheme, and formulate team and job descriptions accordingly. The progress of the implementation of the Scheme is monitored and action taken if the Welsh speaking staff resource begins to decrease. The Directors decide how best to achieve this; by training, or by the transfer or recruitment of staff. Where appropriate, the ability to speak Welsh will be considered as one of several abilities in filling vacancies which arise, in accordance with the Inspectorate’s Equal Opportunities Policy.

5.1.2 Management responsible for appointing, training and supervising staff will ensure that the Scheme is followed in this context.

5.2 Recruitment

5.2.1 All recruitment to the Inspectorate is carried out in accordance with the Civil Service rules on fair and open competition. This means that the best person is chosen for the vacancy in question. In appropriate cases the ability to speak Welsh will be an essential requirement or a desirable attribute and appropriate regard will be had to candidates’ linguistic abilities:

. We bear in mind the advantage of having a number of Welsh speakers when recruiting Planning Inspectors, and this will be indicated in the advertisement.

. We place additional job recruitment advertising in Welsh language newspapers, even when the job is not one where the ability to speak Welsh is essential.

. Where linguistic ability is considered to be an essential requirement or a desirable attribute for any post, this is specified when recruiting to that post.

. When a non-Welsh speaker is appointed to a post where the Inspectorate considers a Welsh speaker is essential, a condition of employment will be to learn that language to the required level within a reasonable agreed period, with the full support of the Inspectorate.

. The Directors will identify those posts where the ability to speak Welsh is an essential requirement or a desirable attribute, and will ensure that appointments are made accordingly.

. So as to facilitate this Scheme, a list of all employees able to speak Welsh is maintained by the Inspectorate.

5.3 Learning Welsh

5.3.1 To ensure that the Planning Inspectorate is able to continue to provide services through the medium of Welsh to a high standard, effectively and efficiently, the provision of language training plays an important part in increasing the number of staff able to work confidently in Welsh; the Planning Inspectorate encourages staff to attend appropriate courses.

5.3.2 To enact the above commitment the following training requirements remain a priority:

. Improving the working Welsh of staff who are already fluent Welsh speakers to a level where they can work effectively in Welsh by encouraging further training.

. Encouraging all staff who wish to do so to learn Welsh to enable them to handle straightforward enquiries from members of the public.

. Assisting and supporting staff who have the necessary level of commitment to undertake language training to learn Welsh or to improve their Welsh.

. Circulating to staff all advertised opportunities for training;

. Ensuring all Inspectors working in Wales who are not fluent Welsh speakers are proficient in the use of translation facilities.

5.4 Vocational training

5.4.1 Staff are encouraged to follow courses that are relevant to the work place and to gain suitable qualifications to ensure that the Planning Inspectorate has sufficient staff with relevant skills to provide a bilingual service.

5.5 Welsh Language Awareness Training

5.5.1 The dedicated team within the Planning Inspectorate will continue to provide training on Welsh language awareness for all existing and new members of staff. Training will highlight the need to ensure compliance with this Scheme. We will consider how best to provide awareness training for our existing staff and, in doing so will be guided by the Assembly Government’s Welsh Language Scheme and their Language Awareness Training Package, developed with the Welsh Language Board.

5.6 Iaith Gwaith (Working Welsh) Badges

5.6.1 We will make Iaith Gwaith badges available to all Welsh speaking members of staff and learners so that internal and external customers can identify them and can choose their preferred language when receiving services.

We have also adopted other means of recognising Welsh speakers – for example by using the Iaith Gwaith badges on e-mails etc.

5.7 Administrative Arrangements

5.7.1 The Planning Inspectorate will ensure that each member of staff has a copy of this Scheme.

5.7.2 We will emphasise the contribution of each member of staff to the success of implementing this Scheme, whether they are Welsh-speaking or not.

5.7.3 Written guidelines will be provided for members of staff on the administration of this Scheme. These written guidelines will be of particular use to staff who do not speak Welsh as they respond to communication in Welsh from members of the public.

5.8 Services Provided on Our Behalf by Other Parties

5.8.1 Some of the services we provide to the public in Wales are carried out for us by other organisations such as consultants and contractors. We will make sure that any agreements follow the terms of this Scheme where it is relevant to the services they are providing on our behalf.

. When we put new or existing services which we provide to the public in Wales out to contract, we will specify the requirements for the use of the Welsh language in any tender documents and contracts. We will make sure that any agreements or arrangements made are consistent with the terms of this Scheme.

. We will ensure that staff dealing with agents and contractors have written procedural instructions and we will monitor the procedures to see that they work efficiently and in accordance with this Scheme.

. We will monitor the implementation of the requirements of this Scheme in any agreements or contracts; we will obtain regular performance reports from contractors and any other party involved in any agreement with the Planning Inspectorate.

5.9 Translation Service

5.9.1 The Planning Inspectorate has a contract with a Welsh translation service which is essential to the success of this Scheme. The quality and speed of service is closely monitored, and its work is kept under regular review.

6. Implementing and Monitoring

6.1 The Full Approval of the Planning Inspectorate

6.1.1 The Chief Executive and the Board of the Planning Inspectorate are fully aware of the requirements of this Scheme and will ensure that these requirements are reflected in the provision of services to the public by the Inspectorate and others acting on our behalf.

6.2 Monitoring

6.2.1 The Planning Inspectorate will monitor this Scheme and ensure that it will be an on-going, structured activity.

6.2.2 After each financial year, the Director for Wales will report to the Welsh Language Commissioner about progress on the Welsh Language Scheme.

6.2.3 We will continue to monitor our progress and performance in meeting the commitments made in this Scheme. If any commitments have not been met, the report will explain why and will say what action we propose to take.

6.2.4 The purpose of the report will be to:

. Measure whether the Planning Inspectorate is complying with this Scheme;

. Measure the quality of the Planning Inspectorate’s service in Welsh;

. Analyse the Planning Inspectorate’s performance corporately and thematically, in order to ensure consistency; and

. Identify any fundamental deficiencies and include a timetabled action plan to rectify them.

6.2.3 The Planning Inspectorate ensures that all correspondence, enquiries and responses relating to this Scheme are recorded for service level monitoring. Specifically, the report will analyse and evaluate the following:

. The way in which new policies or procedures are drawn up and introduced to make sure that they meet the requirements of this Scheme.

. The proportions of English language and Welsh language correspondence answered within the target deadline.

. The percentage of telephone calls received in Welsh.

. The use of translation facilities at public local inquiries, hearings, examinations, meetings and site visits in Wales.

. How well the Planning Inspectorate is encouraging and facilitating the use of Welsh by other parties.

. How the implementation of staffing and recruitment measures are working.

. Whether services provided on our behalf by other parties or contractors comply with the terms and conditions set out in their agreements or arrangements.

. The number of complaints – both written and oral – from members of the public resulting from a failure to comply with this Scheme together with the responses made.

6.2.4 The Planning Inspectorate will operate a continuous review of all material published, the arrangements for training in the Welsh language, the maintenance of lists of Welsh speaking employees and facilities in general for dealing with the Welsh speaking public.

6.2.5 When the Planning Inspectorate holds any satisfaction surveys about the quality of services provided we will include the public in Wales who will be invited to comment on the quality of Welsh language services.

7. Publicising the Scheme

7.1 The Planning Inspectorate will refer to this Scheme in its published Annual Report, business and corporate plan and any other information literature it produces and will stress to the public that the Inspectorate welcomes, at all time, communications equally in both Welsh and English.

7.2 This Scheme will be made available as a free of charge, bilingual document from the Planning Inspectorate’s Cardiff office:

The Planning Inspectorate Crown Buildings Cathays Park Cardiff CF10 3NQ

Telephone: 029 2082 3866 / 3892 E-mail: [email protected]

7.3 This Scheme will also be available on our website www.planninginspectorate.wales.gov.uk.

7.4 Adoption of this approved Scheme will also be advertised by notices in the press.

8. Complaints and Comments

8.1 We hope that we will not give grounds for complaint. We shall be monitoring closely how well we are meeting the commitments in this Scheme. If we fall short of these commitments, we hope that members of the public will tell us. Any complaint about the Planning Inspectorate’s services in Welsh should be addressed to the Director for Wales:

The Director for Wales The Planning Inspectorate Crown Buildings Cathays Park Cardiff CF10 3NQ

Telephone: 029 2082 3866

8.2 If our response is not satisfactory, then the matter can be taken to the Welsh Language Commissioner.

8.3 We also welcome suggestions for improvements to the services we provide through the medium of Welsh. Any such suggestions should be made to the above address where they will be considered as part of our continuing review of the way we deliver our services through the medium of Welsh.

9. Timetable

9.1 The Planning Inspectorate has implemented many of the measures included in this Scheme already. However, the Planning Inspectorate recognises that this Scheme is developmental and will be continually reviewed and enhanced to meet the needs of the Welsh speaking public. The Planning Inspectorate already follows the principles of this Scheme and will formally accept them after the content of this Scheme has been approved.

9.2 The Planning Inspectorate will comply with this Scheme from 03 September 2014.